Studio / Office Manager

Summary

Stereo is looking to hire an organised & passionate Studio /Office Manager. The beating heart of the agency combines pin-sharp attention to detail, process and a can-do attitude for all functions within a busy studio environment. Admin to HR, Culture to Facilities Management, it’s a varied role. You will bring experience from a similar agency or environment and background, based in our London studio x4 days a week (working from home Fridays).

Typical Activities

What you’ll be doing; Office Management;

• Overseeing the day to day running of the office
• Work closely with Operations Director and provide support where needed
• Ordering and maintaining all office & catering supplies
• Being responsible for Health & Safety; ensuring all documents are up to date and that weekly, monthly & yearly reviews are completed
• Manage cleaning & maintenance contractors to ensure the Studio is spic and span and everything is in working order
• Complete all Fire Risk Assessments and work with the landlord to ensure the servicing and testing of fire alarms.
• Ensure all meeting rooms are set up and ready to use
• Be the first point of call for employee queries and requests and take action where required
• Meeting & greeting clients and providing refreshments upon arrival
• General administration support on a variety of matters

Social Media Management;

• Project manage the companies Instagram account; setting up meetings with creative teams, scheduling posts, receiving assets & posting on the account
• Build creative briefs with mood boards and content for internally designed Instagram posts
• Plan ahead by looking at special dates, bank holidays, seasonal times to schedule posts & organise pre-made assets
• Manage and record the social statistics and host monthly stand ups to discuss what went well, not so well and the plan going forward

Production Assistant/Runner;

• Supporting the creative production team on shoots & projects
• Organising team COVID tests and Health & Safety during shoots
• Organising props, costumes and team catering during shoots
• Booking travel, hiring equipment and being onsite for collection & delivery
• Ensuring shoots run as smoothly as possible and the team have everything they need. Acting as a runner on the day

Finance Assistance;

• Supporting the finance team with monthly expenses and invoicing
• Ensuring all Stereo Session hosts send their invoices & are paid on time
• Attending site to check mail and communicating any issues or findings with the Finance Director
• Taking ownership of receipts for things ordered and ensuring these are sent over to the finance team in a timely manner

HR Assistance;

• Supporting HR by organising new employee inductions, approving holidays, updating holiday calendars & sending out employee training
• Managing the online HR platform and ensuring all team know how to use this
• Looking through the calendars/Forecast daily to ensure that all holidays/time off is accurate and reporting any discrepancies either directly to team members or the Operations Director
• Listening to any team issues/questions and finding solutions or requesting further support from the Operations Director if needed

IT/Tech Assistance;

• Supporting IT by ordering new equipment and setting up new
• employee/freelancer computer details
• Managing online subscriptions and ensuring that they are renewed when due
• Responsible for confidential credentials and sharing to team when requested
• Working closely with IT Director to ensure all team software is updated and in good working order
• Reporting any issues immediately to IT Director & Operations Director

Events/Culture Management;

• Create an inspiring, inclusive and fun atmosphere for the whole team – organising monthly social events and seasonal parties
• Running our monthly programme called Stereo Sessions; reaching out to interesting people/companies to host sessions with us
• Organising our monthly celebration ‘Stereo Star’ to celebrate an employee the team decide has gone above and beyond that month. Sending the winner their prize.
• Encouraging the team to send across ideas of things they’d like to do and bringing their ideas to life!

Benefits

Holidays

• 23 Days Holiday (basic)
• Extra Holiday Day per year of service (up to 5 years service)
• Day off on your birthday
• Summer Hours July & August (Half Day Friday)
• Closed over the entire Christmas period

Learning & Culture

• Monthly Stereo Sessions (Learning Opportunities with Guest Speakers)
• Annual Summer & Christmas Parties
• Quarterly Team lunch/breakfast

Wellbeing & Health

• BUPA Employee Assistance (free, 24-hour confidential helpline service)
• x1 Paid Volunteer Day

Additional

• New business bonus based on a % of the profit on the project for up to one year
• Intro recruitment bonus for successfully bringing friends / peers into the business £1,000 (Upon successful 3 month probation meeting).